Operations & Vendor Specialist

Fleetrock, LLC•Milford Township, PA

9d•$50,000 - $55,000

About The Position

While rooted heavily in financial reconciliation and vendor invoice auditing, this role resides within the Customer Success Department. Clean, accurate, and timely billing is a direct driver of customer satisfaction, trust, and retention. By serving as the critical bridge between maintenance operations and client billing, this role ensures our clients receive pristine invoicing while Fleetrock maintains strong cash flow and error-free vendor relations.

Requirements

Exceptional analytical capabilities with a relentless eye for detail.
Strong ability to spot numeric errors, rate miscalculations, and workflow bottlenecks.
High comfort level working across multiple web portals, Fleetrock CRM/TMS platforms, and Microsoft Excel (pivot tables, VLOOKUPs/XLOOKUPs).
Ability to collaborate constructively with Customer Success, Operations Coordinators, external vendors, and account management.
Resourceful mindset capable of navigating vendor payment disputes and tracking complex invoice lineages.

Responsibilities

Repair Invoice Lifecycle & Worklog Management: Monitor and manage the backlog of repair orders, ensuring queue volume stays below operational thresholds. Identify and prioritize the resolution of oldest pending repairs. Outreach to vendors to obtain missing line-item invoices. Track repairs requiring customer or internal manager approval and expedite sign-offs.
Quality Assurance, Audit & Operational Coaching: Audit repair tickets to ensure labor hours, parts pricing, and markup formulas are correctly logged. Cross-reference vendor invoices against pre-negotiated rate sheets and quote agreements to detect overcharges. Systematically track, categorize, and log coordinator data-entry mistakes or operational oversights. Compile structured monthly reports for the Operations Manager.
Major Portal Reconciliation (Love's & TA Accounts): Access vendor portals to reconcile external statements against corresponding customer billings. Identify billing errors, unauthorized fees, or missing credits and initiate and track formal vendor disputes. Authorize and process payments to major vendor accounts once data matching is validated.

Benefits

Competitive base salary.
Performance-based bonus and incentive opportunities.
Health, dental, and vision insurance
Paid Time Off (PTO)
401(k)
Professional development and ongoing training.
Career advancement opportunities.
Modern technology and AI-powered tools.
Collaborative, high-energy culture.
Opportunity to help shape one of the fastest-growing companies in fleet technology.